Avaya 4610 User manual

AVAYA 4610 & 4620 – Phone Handling Basics
The Avaya phones use the latest advances in telephony systems. These IP (Internet Protocol) telephones
obtain their operational characteristics from our central telephone server rather than residing in the
phone unit itself. Updates and new features are downloaded to your phone without intervention or the
need for phone replacement. The phone features are displayed on the phone screen and the application
menus are accessed through the softkeys that surround the screen. The keypad and operational buttons
on the phone work in conjunction with the softkeys.
The 4610 and 4620 ePhone is programmed to display your extension number three times on the
Home screen. This will allow you to answer up to two calls at any given time and to place a call while two
calls are on hold. If a third call arrives, it will be forwarded to your voicemail. Basic telephone handling
features are covered below.
Answer a Call
When a call arrives at the telephone, you will hear a ring tone. A bell icon will appear on the screen along
with the caller's telephone number.
Step 1 – The Bell icon appears on the display as the phone rings.
Step 2 – Lift the Handset or press the Speaker button to answer the call.
Step 3 – Begin to talk. The Handset icon appears on the screen to indicate an active call.
Step 4 – To end the call, return the handset to the phone or press the Speaker button.
Answer a Call with a Headset
Step 1 – Connect the headset next to the handset connection on the side of the phone.
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Step 2 – Press the Headset button to activate the headset.
Step 3 – Press the Line softkey associated with the incoming call.
Step 4 – To end a call, press the Drop button.
Answer a Second Call while on an Active Call
An active call will automatically be place on temporary hold when a second call is answered. The active
call will be dropped if the handset is returned to the phone or speakerphone is turned off.
Step 1 – Press the Line softkey of the second incoming call. The first active call will
automatically be place on hold and the icon will change to the Hold .
Step 2 – Press the Line softkey to return to the previous call. The second call will automatically
be placed on hold.
Note: The phone will automatically place a call on hold as you switch back and forth between calls.

AVAYA 4610 & 4620 - Phone Handling Basics 2
Place a Call on Hold
The Hold button will allow you to place a call on hold. This hold function will allow you to return
the handset to the phone or turn off the speakerphone without dropping the call.
To place a call on hold:
Step 1 – Press the red Hold button while you are on an active call. The icon on the current call
will change to the Hold icon.
Step 2 – To return to the held call, press the Line softkey associated with the held call.
Place a Call – Use the Handset or Speakerphone
Step 1 – Lift the handset or press the Speaker button if you wish to
use the speaker option. The Handset icon will appear on the display screen.
Step 2 – Wait for a dial tone; enter "9" and the outside Telephone Number or use the 5 digit
VCU extension.
Place a Call – Use a Headset
Step 1 – Connect the headset next to the handset connection on the side of the phone.
Step 2 – Press the Headset button to activate the headset. A red light beside the
Headset button will indicate the headset is active.
Step 3 – Press the Line softkey to access the dial tone.
Step 4 – Enter "9" and the outside Telephone Number or use the 5 digit VCU extension.
Step 5 – Press the Drop button to disconnect call.
Redial Last Number Call
Step 1 – Press the Redial button to redial the last number dialed.
Transfer a Call
Transferring a call can only be done with a maximum of two calls on your phone. The third line must
remain open to process the transfer.
To Transfer a Call:
Step 1 – While on an active call, press the Transfer button. The active call is automatically
placed on hold.
Step 2 – The second line will activate and you will hear a dial tone. Dial the number to which you
wish to transfer the call.
Step 3 – Hang up if you do not want to announce the call.
Step 4 – If you wish to announce the call before transferring, wait for the party to answer and inform
the party you are transferring a call, and hang up.
Step 5 – If there is no answer or you misdialed, press the Drop button to clear the call. Press
the Line softkey to return to the held call and repeat Step 1-4 to initiate the transfer.
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AVAYA 4610 & 4620 - Phone Handling Basics 3
Access the Call Log
The phone will maintain a call log of the last 15 missed [Missed] (Avaya 4620=30), 15 incoming
answered [InAns] (Avaya 4620=30) and 15 outgoing calls [Outgo] (Avaya 4620=30), a total of 45
records (Avaya 4620=90). You may manually search through these calls to select a number you wish to
dial. Calls that appear on the call log may be saved to your Speed Dial List. Refer to Speed Dial for more
information.
To view a logged call:
Step 1 – Press the Log softkey located on the Home screen to display the Call Log screen.
Step 2 – The Call Log screen will give you access to the log of Missed Calls, Incoming Answered Calls or
Outgoing Calls. Press the softkey to access the last 15 messages from the desired list.
Step 3 – Press the Page Left/Right buttons to navigate through the Call Log.
Step 4 – Press the Line softkey associated with the phone number to view Call Information.
Step 5 – You have access to the following functions:
•Add to Speed Dial – Press the AddtoSD softkey to add the record to Speed Dial.
•Place a Call – Press the Call softkey.
•Delete a Call Record – Press the Delete softkey twice to delete the call from the log.
•Return to Previous Screen – Press the Return softkey.
Step 6 – Press the Phone/Exit button to return to the Home screen.
Forward Calls
The forward feature allows you to temporarily forward incoming calls to another phone number. If the
person at the forwarded number does not answer within 3 rings, the call will go to your voicemail box.
Step 1 – Press the CFrwd softkey to forward calls to another number or dial the Call
Forward Code *02. You will hear a dial tone.
Step 2 – Dial the phone number to which you wish to forward the calls. You will hear a 3-beep
confirmation and the CFrwd display is shaded to indicate the calls are now forwarded.
Step 3 – To cancel call forwarding, press the CFrwd softkey once or dial the Call Forward
Cancel Code *03. The shaded CFrwd display will disappear to indicate the call forwarding
function is cancelled.
Speakerphone
The two-way speakerphone lets you listen to calls and talk without lifting the handset.
Step 1 – Press the Speaker button to turn on the speakerphone. The light next to the
Speaker button will remain lit until you turn the speakerphone off.
Step 2 – To turn Speakerphone off, pick up the handset and begin to talk or press the
Speaker button again to disconnect.
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AVAYA 4610 & 4620 - Phone Handling Basics 4
Mute a Call
Step 1 – Press the Mute button to mute the active call.
Step 2 – To reinstate two-way conversation, press the Mute button again.
Send All Calls to Voicemail or Extension Number
The Send Calls feature will temporarily redirect calls to your voicemail or a predefined extension number.
A call will be redirected after an abbreviated ring.
To Send All Calls:
Step 1 – Press the Send All Calls softkey to active the function. The SendAllCalls
softkey display will become shaded to indicate the function is active.
Step 2 – To cancel SendAllCalls, press the SendAllCalls softkey once to
deactivate the function. The shaded softkey display will disappear, indicating the SendAllCalls
is cancelled.
Transfer a Call Directly into any Voicemail
Any call may be transferred into an AVAYA Messaging System voicemail box.
Step 1 – While on an active call, press the Transfer button.
Step 2 – Press the Voicemail [SD83665] softkey and wait for a prompt.
Step 3 – Dial [*] [#] [#] and enter the extension of voicemail box (8-XXXX).
Step 4 – Hang up immediately.
Park a Call
The Call Park feature allows you to place a call on an extended hold to be retrieved from any ePhone
system phone. This is useful if you prefer to retrieve the phone call in a private room.
To Park a Call:
Step 1 – While on an active call, press the Transfer button. You will hear a dial tone.
Step 2 – Dial the Park Code *79. You will hear a 3 beep confirmation tone.
Step 3 – Hang up the call.
To Retrieve a Parked Call:
Step 4 – Dial the Park Retrieve Code *34.
Step 5 – Dial the extension number from which you parked the call. You will hear a 3 beep
confirmation tone.
Step 6 – Begin to talk.
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AVAYA 4610 & 4620 - Phone Handling Basics 5
Call Pickup within a Predetermined Pickup Group
A ringing phone may be picked up if the extension is assigned to your predetermined programmed Call
Pickup Group. Call Pick-up must have been previously designated for your department to use this
feature. This feature may be added to the phone if it is not presently configured.
To answer a ringing phone within Pickup Group:
Step 1 – Lift the handset.
Step 2 – Dial the Call Pickup Code *11. The call has been answered.
Step 3 – Begin to talk.
Note: The call will continue to display on the phone originally called.
Conference Call
The AVAYA 4610 and 4620 conference feature allows you to conference up to six parties (including
yourself) on the call.
Add a Party to a Conference Call:
Step 1 – Press the Conference button. The original call is automatically placed on hold.
Step 2 – When you hear a dial tone, dial the number of the person you wish to add.
Step 3 – Wait for an answer.
Step 4 – Press the Conference button again.
Step 5 – If the caller does not answer or does not want to join the call, press the Drop
button if you wish to dial another number. Press the Line softkey if you wish to return
to the caller you placed on hold.
Step 6 – To add another call to the conference call, repeat Step 1 - Step 4.
Add an Incoming Call to a Conference Call:
Step 1 – While on a conference call, press the Line softkey to answer the incoming call. The
conference call will be placed on hold.
Step 2 – To add the active call to the conference, press the Conference button. This will place
the active call on hold to await the connection.
Step 3 – Press the Line softkey to return to the conference call.
Step 4 –Press the Conference button again to add the new call to the conference.
Conference Two Calls – An Active Call and a Call on Hold:
Step 1 – While on the active call, press the Conference button, which will place the active call
on hold.
Step 2 – When you hear a dial tone, press the Line softkey to return to the held call.
Step 3 – Press the Conference button again to place the held call in conference.
Remove Last Person from Conference Call:
Step 1 – Press the Drop button. The last person added to the conference call will be dropped.
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AVAYA 4610 & 4620 – Speed Dial Feature 6
Speed Dial
The Speed Dial feature allows you to add, edit or delete up to 48 (AVAYA 4610) or 108 (AVAYA 4620)
speed dial numbers, which are sorted alphabetically. You may use this feature to store internal or
external numbers for quick and easy dialing.
ePhone Home Screen
ePhone SpDial Add Menu
Add a Number to Speed Dial
Step 1 – Press the SpDial softkey located on the bottom of the Home screen to access
the Speed Dial menu.
Step 2 – Press the Add softkey to add a number to Speed Dial. The Speed Dial Entry
screen displays with the cursor in the Name field.
Step 3 – Use the keypad to enter up to 13 Characters for the Name. You will need to press the
keys to display the letters of the alphabet as you would in text messaging. Enter the Last
Name first. Use the Symbols softkey to access the punctuation and spacing. There is
more information on symbols on page 8.
Example: Hall, Sam
•Press the [4] [4] key to enter [H].
•Press the [2] key to enter [a].
•Press the [5] [5] [5] key to enter [l].
•Press the Arrow →softkey to move the cursor to the next space.
•Press the [5] [5] [5] key to enter [l].
•Press the Symbols softkey and the Comma softkey to add the comma.
•Press the Symbols softkey and the Space softkey to add the space.
•Press the [7] [7] [7] [7] key to enter [s].
•Press the Case softkey to change the case to [S].
•Press the [2] key to enter [a].
•Press the [6] key to enter [m].
Step 4 – Press the Done softkey to move to the Number entry screen.
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AVAYA 4610 & 4620 – Speed Dial Feature 7
Step 5 – Use the keypad to enter the telephone number. Enter the number as if you were
dialing, including [9] in the dialing string. Enter a [9] and [1] for long distance numbers and
include the comma [,] before you enter the authorization code.
Examples:
VCU –[8] [4] [3] [2] [1]
Local –[9] [3] [2] [1] [0] [0] [0] [0]
Long Distance –[9] [1] [5] [7] [5] [2] [2] [8] [4] [3] [2] [1] [,] [authorization code]
Note: The comma [,] creates a pause, which is required to initialize the authorization command in the
phone system. The comma [,] is accessed through the Symbols softkey.
Step 6 – Press the Save softkey to save the record. The new entry is added to the
Speed Dial List in the alphabetical order.
Step 7 – To add another entry, repeat Step 2 - Step 6.
Step 8 – To exit the Speed Dial feature, press the Phone/Exit button.
Place a Call from Speed Dial
Step 1 – Press the SpDial softkey on the Home screen, which will get you to the Speed
Dial List.
Step 2 – Press the Softkey associated with person you wish to call. Use the Left/Right
button to cycle through the screens alphabetical listing other pages.
Step 3 – Press the Softkey associated with the desired number to place the call.
Step 4 – Press the Phone/Exit button, if you wish to return to the Home screen.
Edit Speed Dial Entries
Step 1 – Press the SpDial softkey located on the Home screen. The Speed Dial Menu
will appear.
Step 2 – Press the Edit softkey to open the edit function.
Step 3 – Press the Softkey corresponding to the entry you wish to edit.
Step 4 – Edit the phone number. Use the keypad and the Function softkey
(->, <-, backspace) to edit and navigate through the number string. Refer to the Speed
Dial Softkey Functions on page 8 for more information.
Step 5 – Press the Done softkey to move to the Name entry screen.
Step 6 – Use the Keypad and Symbol softkeys to edit the Name.
Step 7 – Press the Save softkey to save the record.
Step 8 – To exit the Speed Dial feature, press the Phone/Exit button.
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AVAYA 4610 & 4620 – Speed Dial Feature 8
Speed Dial Symbols Menu
The Name Field screen and Phone Number Field screen will provide you access to the Symbols Menu. Use
the Symbols softkey to access the available symbols. Symbols and functions may vary under
the symbols menu. Some functions will only appear when the action is necessary. The function of case
will only appear in the Name Field.
Symbols [Name] Menu
•Period - Add a period.
•Comma - Insert a comma at the cursor position. In a number
filed, a comma creates a short pause when the telephone
automatically dials the number. This is required to enter a
long distance authorization code.
•Hyphen - Insert a hyphen at the cursor position.
•Space - Add a space to the character string.
•Slash - Add a slash / to the character string.
•Apostrophe - Insert an apostrophe at the cursor position.
•Cancel - Returns you to the previous screen.
Speed Dial Softkey Functions
•Backspace – Delete the character to the immediate left of the cursor.
•Case – Change the character to the right of the cursor from lower case to upper case. Note:
When entering a name, the first character is initially displayed in upper case with subsequent
characters in lower case letters.
•Clear – Remove all characters from the field in which the cursor resides.
•Cancel – Returns you to the previous screen.
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AVAYA 4610 & 4620 – Personal Options & Screen Settings 9
Personal Options
The Personal Options features are used to set-up and update the screen display or functionality of your
phone. All available phone options are accessed through the Options button.
Adjust Screen Contrast
Step 1 – Press the Option button on the phone to display the available features.
Step 2 – Press the Page Right button to advance to the menu on the second screen.
Step 3 – Press the Contrast softkey to display the controls.
Step 4 – Use the Arrow softkey to adjust the level of contrast.
Step 5 – Press the Save softkey to return to the Options screen.
Step 6 – To return to the Home screen, press the Phone/Exit button.
Change Ring Patterns
The Ring Pattern option on the Options screen allows you to choose a personalized ringing pattern for
your telephone. You can choose from among 8 different ringing patterns. The default ringing pattern is 1
ring for internal and 2 rings for external calls.
To Select a Ringing Pattern:
Step 1 – Press the Options button to display the Options menu.
Step 2 – Press the Page Right button three times to advance to the menu to the fourth
screen.
Step 3 – Press the Personal Ringing softkey to display the patterns.
Step 4 – To hear a ring pattern, press the Ring Pattern softkey. Continue through the
pattern choices until the desired pattern is heard.
Step 5 – Press the Save softkey to save the pattern or to restore the previous setting
without changing, press the Cancel softkey.
Note: If you pick up the receiver or pick up a call during the ring selection, the process will cancel and
you must start again.
Apply Visual Ring
The Visual Ring option on the Options screen allows you to choose a visual alert for incoming calls. When
you enable this option, the telephone rings and the lamp above the display area flashes when an
incoming call arrives. By default, the Visual Ring option is disabled.
Step 1 – Press the Options button to open the Options menu.
Step 2 – Press the Applications Options softkey to access the applications menu.
Step 3 – Press the Page Right button once to display Visual Alerting.
Step 4 – Press the Visual Alerting softkey to enable or disable the Visual Ring.
Step 5 – Press the Save softkey to save the setting.
Step 6 – To return to the Home screen, press the Phone/Exit button.
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AVAYA 4610 & 4620 – Personal Options & Screen Settings 10
Button Labeling
You can change the name labels of the call appearance/feature buttons on you telephone.
To edit the softkey (call appearance/feature) labels:
Step 1 – Press the Options button to display the Options menu.
Step 2 – Press the Right Page button once to display the menu on the second screen.
Step 3 – Press the Feature/Button Labeling softkey to access features.
Step 4 – Press the Re-label Feature Buttons softkey to list of labels.
Step 5 – Press the Feature softkey you wish to label.
Example: Enter "Voicemail" as a label.
•Press the [8] [8] [8] key to enter [V].
•Press the [6] [6] [6] key to enter [o].
•Press the [4] [4] [4] key to enter [i].
•Press the [2] [2] [2] key to enter [c].
•Press the [3] [3] key to enter [e].
•Press the [6] key to enter [m].
•Press the [2] key to enter [a].
•Press the [4] [4] [4] key to enter [i].
•Press the [5] [5] [5] key to enter [l].
Step 6 – Use the Symbols softkey to add a space, comma, apostrophe, dash,etc.
Step 7 – Press Save softkey to save entry.
Step 8 – Press Phone/Exit button to return to the Home screen.
Restore Default Labels
All labels on your phone will return to the default setting. Use Edit Label if you wish to change a single
label.
Step 1 – Press the Options button to display the Options menu.
Step 2 – Press the Right Page button once to display the menu on the second screen.
Step 3 – Press the Feature/Button Labeling softkey to access the features menu.
Step 4 – Press the Restore Default Labels softkey to display the labels.
Step 5 – Press the Default softkey to reset the default label settings.
Step 6 – Press the Return softkey to return to the Labels menu.
Step 7 – Press Phone/Exit button to return to the Home screen.
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